Document Retention Policy
Contents
Purpose
Scope
Policy Statement
Responsibilities & review
Related legislation, policies and guidance
Retention schedule
Version control and amendment history
Purpose
The purpose of this policy is to ensure that records created, received and maintained by Doddington and Whisby Parish Council are retained for the minimum period of time in accordance with legal and regulatory procedures.
Scope
This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions.
Records are defined as all those documents which facilitate the business carried out by the Parish Council and which thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of the Parish Council’s records may be selected for permanent preservation as part of the Councils archives and for historical research.
Policy statement
The Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the organisation. This document provides the policy framework through which this effective management can be achieved and audited.
Responsibilities & review
The Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Clerk.
The person responsible for records management will give guidance for good records management and practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely.
Individual employees and all other role holders must ensure that records for which they are responsible are accurate and are maintained and disposed of in accordance with the Parish Council’s Data Protection Policy.
This policy will be reviewed in response to changes in the legislation.
Related legislation, policies and guidance
This policy is not a substitute for legislation, regulations and codes of practice but defines how the Council will apply the relevant legislation. Related legislation, policies and guidance is listed below:
• Freedom of Information Act 2000
• General Data Protection Regulations (GDPR) 2018 Doddington and Whisby Parish Council internal documents:
• Publication scheme
• Document Retention Policy
• Subject Access Request procedure
Retention Schedule
The retention schedule refers to record series regardless of the media in which they are stored
|
|
Document |
Minimum Retention Period |
Reason |
|
Minutes |
Minutes of Council meetings |
Indefinite |
Archive |
|
Minutes of committee meetings |
Indefinite |
Archive |
|
|
Notes, draft minutes and recordings |
Until final minutes have been approved and signed. |
Management |
|
|
Employment |
Staff employment contracts |
6 years after ceasing employment |
|
|
Staff payroll information |
3 years |
Management |
|
|
Staff references |
6 years after ceasing employment |
Management |
|
|
Application forms (interviewed – unsuccessful) |
6 months |
Management |
|
|
Application forms (interviewed – successful) |
6 years after ceasing employment |
Management |
|
|
Disciplinary files |
6 years after ceasing employment |
Management |
|
|
Staff appraisals |
6 years after ceasing employment |
Management |
|
|
Finance |
Scales of fees and charges |
6 years |
Management |
|
Receipt and payment accounts |
6 years |
VAT |
|
|
Bank statements |
Last completed audit year |
Audit |
|
|
Cheque book stubs |
Last completed audit year |
Audit |
|
|
Paid invoices |
Last completed audit year |
VAT |
|
|
Paid cheques |
Last completed audit year |
Limitation Act 1980 |
|
|
Payroll records |
3 years |
HMRC |
|
|
Petty cash accounts |
Last completed audit year |
Audit |
|
|
Insurance |
Insurance policies |
6 years after policy end |
Management |
|
Certificates for Insurance against liability for employees |
6 years after policy end |
Management |
|
|
Certificates for Public Liability |
6 years after policy end |
Management |
|
|
Insurance claim records |
6 years after policy end |
Management |
|
|
Accident books/reports |
3 years or if a child/young adult, until that person reaches the age of 21 |
RIDDOR (SI.1995/3163) |
|
|
Health and Safety |
Accident books |
3 years from date of last entry |
Statutory |
|
Risk assessment |
3 years |
Management |
|
|
General management |
Councillors’ contact details |
Duration of membership |
|
|
Lease agreements |
12 years |
Management |
|
|
Contracts |
6 years |
Limitation Act 1980 |
|
|
Electronic communications including emails, text messages & telephone messages. |
At end of useful life |
Limitation Act 1980 |
|
|
Consent forms |
5 years |
Management |
|
|
GDPR Security Compliance form |
Duration of membership |
Management |
Version control and amendment history
|
Date approved |
Version Number |
Revision / amendments made |
Review date |
|
23 September 2019 |
1.0 |
New policy |
September 2021 |
|
September 2020 |
1.1 acc |
Reformatted for accessible website |
September 2021 |
|
March 2022 |
1.2 |
Reviewed, no change |
March 2024 |
| November 2024 | 1.3 | Reviewed. Amended to review as required by legislation |
As required by legislation |